EXECUTIVE SUCCESSION PLAN

Transcription

1 EXECUTIVE SUCCESSION PLAN PLANNING AND PREPARATION The Board of Directors and Management of Lacamas Community Credit Union (LCCU) recognize that a realistic Succession Plan is critical to the future of a strong organization. LCCU has grown in both size and complexity over recent years and this growth requires a talented and stable management structure. To insure that committed, capable, and experienced management continues to occupy leadership positions, LCCU is adopting this specific process in order to: A. Insure continuous service to our membership; B. Anticipate future positions needs; C. Identify and prepare interested, capable team members for advancement opportunities; D. Fill vacancies using internal candidates where appropriate; E. Hire and groom future leadership. This Executive Succession Plan assumes that: Equal consideration will be given to both internal and external candidates to fill a vacancy. The primary role of the Board of Directors is to set the general direction, stability, and soundness of this credit union. They pledge to protect the interest of the membership by establishment of policy and maintenance of financial strength. The primary role of the President/CEO is to direct the credit union in a way that considers both the long and short term interests of the membership, directors, and team members. The role of each senior management team member is determined by the President/CEO and each reports directly to the President/CEO. Each management team member is responsible for the day to day operations of their assigned area in compliance with the President/CEO s broad policies and objectives. Each management individual will establish goals and objectives to assure that their responsibilities are on course and have been met. These will be reviewed with the President/CEO. Each management individual is responsible for their own functional duties and the coordination of duties between department and management personnel. They have responsibility for providing the President/CEO with timely information that would have impact on the well-being of the Credit Union. The Credit Union provides each position with backup and support where appropriate, thus insuring uninterrupted service to the team and the membership. The Credit Union encourages advancement from within the organization. The President/CEO will review career plans with management. Management will do the same with their employees. The Credit Union will provide education and training appropriate to the advancement of the individual and the organization. 1

2 PRESIDENT/CEO The President/CEO is accountable to the Board of Directors for the efficient and effective operation of the Credit Union, the safeguarding of personnel, funds, records and property, carrying out the policies as contained in the bylaws, government regulations and promoting good member, employee, and public relations. It is imperative that successors are trained and in place in the event of an emergency need for an interim President/CEO. A controlled notification of intent to vacate the President/CEO position allows for a more orderly preparation. This plan addresses both Emergency Succession and Planned Succession. GENERAL GUIDELINES: 1. The Board of Directors is responsible for appointing an appropriate interim President/CEO whenever necessary. 2. The Board of Directors shall have the authority to engage and compensate external expertise for the search and/or hire process. These may include, but not be limited to: attorneys, search consultants or relocation consultants. 3. The Board of Directors shall be responsible for all internal and external communications related to the departure of the current President/CEO, the recruitment process, and the announcement of a successor. 4. President/CEO candidates may request privileged, confidential and/or publicly distributed information relating to the business and financial affairs of Lacamas Community Credit Union. The Board of Directors shall have the right to determine what information may be provided to the short list of qualified candidates. This information may include: financial, business, legal, regulatory, active or pending litigation, contractual and other. In some circumstances, the disclosure of, or failure to disclose, pertinent information to candidates may constitute a basis for subsequent legal recourse, and the Board of Directors may want their decision to be guided by legal counsel. A Confidentiality Agreement Form will be signed by candidates prior to release of information. See Attachment A for Confidentiality Agreement. 5. In the event of a change of President, an independent audit should be performed at the appropriate time by a credit union experienced auditing firm to protect both the outgoing and the incoming President/CEO. It is assumed that the best auditing firm will be the one currently under contract for the annual audit of the credit union due to their familiarity with the credit union and its team. See Attachment C. EMERGENCY SUCCESSION In the event of the emergency absence of the President/CEO, the Board of Directors authorizes the Vice President/COO to assume the duties and responsibilities of the President/CEO. At the earliest possible time, depending on circumstances, the Board will meet and appoint the Vice President/COO to be the acting President/CEO until such time as the President/CEO returns or a new President/CEO is named. If, for any reason, the Vice President/COO is unable to assume the duties of the President/CEO, the Vice President/CFO shall do so and the board will likewise appoint 2

3 the Vice President/CFO to be acting President/CEO until such time as the President/CEO or Vice President/COO returns or a new President/CEO is named. A. THE FIRST 24 HOURS (person responsible appears in parenthesis) 1. The Management Team of LCCU will be jointly responsible for the operations of the Credit Union until the Board of Directors make the appointment of an interim President/CEO. (Management) 2. The following will be contacted and informed of the vacancy: (see Attachment B for names and phone numbers) (Management) A. Management Team Members B. Chairman Board of Directors C. Remaining members Board of Directors D. Chairman Supervisory Committee 3. A meeting of the board of Directors will be convened as soon as possible by the Board Chairman preferably not more than 24 hours after notification. (Board Chairman or management if assigned) 4. An attorney familiar with labor laws will be contacted with questions or concerns relating to legal issues. 5. A meeting of the full employee team / staff will be held to explain the situation and the anticipated actions. The team will be reminded that the Board of Directors is responsible for any communication related to the situation. Explanations of how they are allowed to relate the situation to members, etc. will be provided. Considerations for discussion include: (Board Chairman or Interim President) A. Fact that former President/CEO is no longer responsible for LCCU. B. Reason for departure if it can be shared. C. Response that team members are allowed to give to members, vendors and others who ask. D. Person or persons responsible for providing information to the media, members, vendors, and others. E. Person named as Interim President/CEO. F. Projected process for replacement of President/CEO with anticipated time frames. G. When and how additional information will be provided. 1) The Executive Termination Checklist will be completed by any two Vice Presidents. See Attachment C. B. THE FIRST WEEK (within 5 business days) 1. Board of Directors meeting with support of the Management Team will: (Board) A. Determine course of action B. Establish time frames 2. Chairman to consider morale, organizational climate, and interim management styles. (Chairman or Interim CEO/Human Resources) 3. Interim CEO will provide support to the Board. (Interim CEO) 4. Determine appropriate compensation for Interim CEO. (Board) 5. Appoint Search Committee, if not already in place. (Board Chairman) 3

4 C. THE FIRST MONTH 1. The Board of Directors will proceed with processes toward hiring of new President/CEO. Follow guidelines as indicated under Planning & Preparation (Page 1 of this plan) and General guidelines (Page 2 of this plan). (Search Committee) 2. Board will maintain strong communications with both the Management team and the Board members as to progress of events. It is critical that they feel informed and assured. (Board Chairman) 3. Attempt to fill President/CEO position within 90 days or less. (Search Committee and Board) 4. Consider necessity of more frequent board meetings. (Board Chairman) PLANNED PRESIDENT/CEO REPLACEMENT Normally a planned, timed replacement of the President/CEO allows appropriate preparation and transition of change. The Board of Directors would hope for days of announcement of intent to leave in order to have an orderly transition. (President/CEO) The following are the administrative guidelines on which LCCU will proceed to fill a proposed President/CEO vacancy. 1. The Board of Directors will follow the sequences below for the orderly replacement of President/CEO. The final schedule of these steps will be determined by the Board. (Board) a. Assign Search Committee (Board) b. Determine if Consultant will be used (Board) c. Establish budget requirements (Board) d. Refine attributes and expertise desired (Board) e. Refine job description (Board and President/CEO) f. Refine compensation package (Board) g. Compile potential Consultant Firms (Search Committee, HUMAN RESOURCES Director) h. Prepare advertisement (Search Committee, HUMAN RESOURCES Director) i. Publish advertisement (Search Committee, HUMAN RESOURCES Director) j. Begin interviews (Search Committee) k. Select short list of candidates (Search Committee) l. Conduct second interviews (Search Committee) m. Conduct testing, credential search and references (Consultant/Search Committee) n. Confirm new President/CEO (Board) o. New President/CEO begins position (Board) p. Introduce new President/CEO at Annual Meeting (Board) q. Current President/CEO retires (President/CEO) 2. The Board of Directors wishes to bring on board the determined new President/CEO not less than 60 days prior to the departure of the current 4

5 President/CEO. It would be preferable to the Board to allow 90 days for this transition and exposure. (Board and Search Committee) 3. A Search Committee may be appointed by the Board of Directors with the responsibility of monitoring the plan, the timeliness of the process and to recommend the final candidates to the Board of Directors. The Search Committee will be made up in part or in total by members of the Board of Directors. It is recommended that the committee consist of from three to five individuals. It is advisable that the current President/CEO not be a member of the Search Committee and/or the selection of a new President/CEO. The committee would be wise, however, to have the current President/CEO provide guidance to the committee, including any knowledge of the reputation and experience of the candidates. (Board Chairman) 4. The Board of Directors will determine if the Search Committee will act on the full responsibilities of the search process, or if an outside consulting firm will be used for the bulk of the processes. If an outside consulting firm is hired, it is important to determine their responsibilities and cost and to solidify details in a signed, written contract. Assistance in determining a consulting firm can be received from the present auditors. It will be important to use a firm who is familiar with the needs and philosophy of credit unions. (Board) 5. The Board of Directors, with the assistance of the interim President/CEO and the Management Team, will update the Job Description and other appropriate information for the position and provide this data to the Search Committee or consulting firm. (Search Committee) 6. Advertising for the President/CEO position will include appropriate publications. Members of the Management Team and other possible internal candidates should also be notified of their ability to apply and how this should be performed; i.e. directly to the Search Committee or to the consulting firm. (Search Committee/Interim CEO) 7. Screening of qualified candidates may be the most time-consuming element in recruiting for the President/CEO position. The committee may want to review the means of conducting a comprehensive screening process. Normally all resumes will be reviewed for basic qualities and experience and reduced to a workable number. Final interview candidates will normally be limited to 3 5 candidates. Final presentation to the Board should be the one candidate determined to be the best by the Search Committee and/or consulting firm. If this selection is not accepted by the Board of Directors, the Search Committee and/or consulting firm should then present their second choice option. (Search Committee) 8. Verification of candidate credentials and employability may include, but not be limited to: (Search Committee/HUMAN RESOURCES Director) A. Educational transcripts B. Reference checks C. Credit bureau reports D. CUMIS bond check 9. Publish articles in appropriate publications. (Board with Marketing Director) A. Announce retirement of current President/CEO B. Introduction of new President/CEO 5

6 SUCCESSION POLICY VICE PRESIDENT/CHIEF OPERATIONS OFFICER The Vice President/Chief Operations Officer is responsible for the supervision of Branch Operations, Lending, Teller Department and Member Services. The Vice President/COO implements policies approved by the Board of Directors, coordinates training and education related to all positions within the area of supervision, and performs duties of the President/CEO in his absence. EMERGENCY SUCCESSION The senior staff of LCCU are trained professionals with long tenures. If the Vice President/COO is out of the office it is anticipated this staff could effectively continue the day to day operation of their departments for a period of up to one month without affecting the level of service to the membership of LCCU. PLANNED REPLACEMENT For a planned replacement/succession of the Vice President/COO there should be a minimum of two weeks to one month overlap of the exiting Vice President/COO and the replacement(s). As soon as the President/CEO is aware of the impending vacancy a decision must be made of any organizational changes of this position. If the present Vice President/COO has been with LCCU for many years, there exists the possibility that the responsibilities of the position may need to be modified. There may also be a change in the title of the person(s) assuming these responsibilities. The following are alternatives that may be considered: 1. Leave the position the same with direct responsibility for Lending, Branch Operations, Teller, and Member Services. 2. Create a new position of Branch Coordinator to manage all branch operations and report to the Vice President/COO. This would reduce the number of persons reporting directly to the Vice President/COO. 3. Create area or district Branch Managers. This would reduce the number of employees that report directly to the Vice President/COO or Branch Coordinator if this direction was chosen. 4. Consider other organizational changes such as appointing an interim Vice President/COO. Notice of vacancy should be posted immediately both internally and externally. Local newspapers in addition to familiar credit union news media should be used to publicize the position. The position should be posted on the LCCU website and an outside firm could be used to decrease the work associated with the filling of this vacancy. DEPARTURE OF THE VICE PRESIDENT/COO 1. Inform the staff of the departure or impending departure of the Vice President/COO. The Executive Termination Checklist will be completed by any two Vice Presidents. See Attachment C. 6

7 SUCCESSION POLICY VICE PRESIDENT/CHIEF FINANCIAL OFFICER The Vice President/CFO plans, directs, and controls the credit union s accounting and collections activities. Accountability is directly to the President/CEO with additional executive management and operational responsibilities. EMERGENCY SUCCESSION In the event of an emergency need for a replacement, the President/CEO will identify a candidate to assume the department responsibilities. If the Vice President/CFO is out of the office, it is anticipated this staff could effectively manage the day to day operations of the department for a period of up to one month without affecting the level of performance of LCCU. PLANNED REPLACEMENT For a planned succession of the Vice President/CFO, a minimum two week notification will allow for more orderly preparation. Notice of vacancy should be posted immediately both internally and externally. Local newspapers in addition to familiar credit union news media should be used to publicize the position. The position should be posted on the LCCU website and an outside firm could be used to decrease the work associated with the filling of this vacancy. DEPARTURE OF THE VICE PRESIDENT/CFO 1. Inform the staff of the departure or impending departure of the Vice President/CFO. 2. The Executive Termination Checklist will be completed by any two Vice Presidents. See Attachment C. 7

8 Attachment A CONFIDENTIALITY AGREEMENT FOR EXECUTIVE APPLICANTS I understand, as an applicant for a position with Lacamas Community Credit Union (LCCU), that I may obtain certain confidential information (including but not limited to financial data; member account, credit and tax information; member lists; strategic planning and marketing plans; other proprietary information; etc.) that belong to LCCU. I agree to only use or disclose any such confidential information in the evaluation of employment opportunities with LCCU. I understand that any improper use or disclosure of such information may cause termination of my involvement with LCCU, and could also cause legal action to be taken against me. signed date witness date 8

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